Bid Co-ordinator and Graphic Designer

📍 Job Overview

Job Title: Bid Co-ordinator and Graphic Designer

Company: Mountfitchet Group

Location: Mumbai, Maharashtra, India

Job Type: Full-time

Category: Operations Support / Marketing Operations / GTM Enablement

Date Posted: 2026-09-17

Experience Level: 3-5 Years

Remote Status: On-site

🚀 Role Summary

• This hybrid role demands meticulous bid coordination and sophisticated graphic design skills to produce compelling, compliant, and on-brand tender and proposal documents.

• Responsible for managing the entire bid lifecycle, from initial receipt and planning through to production, review, and final approval, ensuring adherence to strict deadlines and client requirements.

• Key focus on leveraging advanced graphic design tools, particularly Adobe Creative Suite, to create visually engaging content such as infographics, presentations, and supporting collateral that enhances bid persuasiveness.

• Requires strong stakeholder management abilities to liaise with internal and external parties, ensuring smooth workflow, version control, and timely submission of all bid-related materials.

📝 Enhancement Note: While the job title mentions "Bid Co-ordinator and Graphic Designer," the core responsibilities and required skills indicate a strong leaning towards GTM enablement and operational support, specifically within the context of sales and business development. The role bridges administrative coordination with creative execution, vital for competitive proposal development. The GSSC (Global Shared Services Center) context suggests a centralized operational function supporting global business units.

📈 Primary Responsibilities

• End-to-End Bid & Tender Management: Oversee the complete bid and tender process, from initial tender document review to final submission, ensuring all requirements, deadlines, and formatting instructions are meticulously followed.

• Content Creation & Design Excellence: Format and design proposals, capability documents, presentations, case studies, CVs, organizational charts, and other supporting collateral using advanced graphic design tools.

• Visual Asset Development: Utilize Adobe Creative Suite (InDesign, Illustrator, Photoshop, Acrobat) to create high-impact graphics, edit images, prepare artwork, and produce polished, submission-ready PDFs that align with brand guidelines.

• Quality Assurance & Compliance: Conduct thorough proofreading of all bid documents for accuracy, consistency, branding, layout, and compliance with tender specifications, ensuring a professional and error-free final output.

• Asset Management & Template Development: Create, maintain, and update proposal templates, style sheets, graphic libraries, and reusable bid assets to ensure efficiency and brand consistency across all submissions.

• Stakeholder Coordination & Communication: Professionally follow up with internal and external stakeholders on outstanding actions, manage version control effectively, and maintain clear communication channels to keep submissions on schedule.

• Continuous Process Improvement: Support the development of interactive PDFs with advanced digital features (navigation, hyperlinks, buttons) and collaborate with the team to enhance bid design, production methods, and the overall quality of client submissions.

📝 Enhancement Note: The responsibilities highlight a dual focus: the administrative rigor of bid coordination and the creative output of graphic design. For operations professionals, this means demonstrating proficiency in both project management methodologies for bid tracking and creative software for compelling content creation. The emphasis on "continuous improvement" and "interactive PDFs" suggests an expectation for innovation in proposal delivery.

🎓 Skills & Qualifications

Education: Bachelor’s degree in any discipline.

Experience: Minimum of 3-5 years of experience in producing bids, tenders, or proposals within an international or professional services environment. Proven experience in developing infographics, process diagrams, data visualizations, and executive-level presentations.

Required Skills:

• Excellent written and verbal communication skills in English, essential for clear stakeholder interaction and document content.

• Proficiency in standard office productivity suites (MS Office and Google Workspace) for general document management and collaboration.

• Advanced working knowledge of Adobe InDesign, critical for complex document layout and professional proposal design.

• Strong capability across Adobe Creative Suite, particularly Illustrator, Photoshop, and Acrobat, for comprehensive graphic creation and manipulation.

• Excellent document layout, typography, and visual communication skills, ensuring visually appealing and easy-to-understand bid materials.

• Ability to interpret complex tender instructions and maintain submission compliance with all specified requirements.

• Strong sense of visual design principles and meticulous attention to detail, crucial for producing high-quality, error-free submissions.

• Proven ability to organize multiple projects simultaneously and manage fast-moving deadlines in a high-pressure environment. Preferred Skills:

• Experience in creating interactive PDFs, digital publications, or multimedia proposal documents.

• Experience in building or administering bid microsites, landing pages, digital sales rooms, or other secure online proposal environments.

📝 Enhancement Note: The required experience level and specific software proficiencies (Adobe Creative Suite) are key differentiators. Operations candidates should highlight their experience in structured processes (bid coordination) and their ability to translate complex information into visually digestible formats (graphic design). The preferred skills point towards a forward-thinking organization interested in digital engagement.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Bid & Proposal Samples: Showcase a range of bid documents, proposals, and tender submissions, demonstrating your ability to manage the entire process from inception to completion. Highlight complexity, client type, and your specific role.

• Graphic Design & Visual Assets: Include examples of infographics, data visualizations, process diagrams, executive-level presentations, and other collateral developed using Adobe Creative Suite. Emphasize creativity, clarity, and brand adherence.

• Process Improvement Case Studies: Present instances where you improved bid coordination processes, design methodologies, or submission quality, detailing the challenge, your solution, and the measurable impact (e.g., increased win rates, improved efficiency).

• Technical Proficiency Demonstration: If possible, include links or screenshots of interactive PDFs, digital microsites, or other advanced digital proposal formats you have contributed to, demonstrating technical capability.

Process Documentation:

• Workflow Design & Optimization: Document your approach to planning and executing bid processes, including stakeholder engagement strategies, version control mechanisms, and quality assurance checkpoints.

• Content Creation & Brand Consistency: Illustrate your methods for ensuring all visual assets and written content are consistent with brand guidelines and tailored to specific tender requirements.

• Measurement & Performance Analysis: Explain how you track bid progress, identify bottlenecks, and contribute to post-bid analysis to inform future improvements in both coordination and design.

📝 Enhancement Note: For a role combining coordination and design, a portfolio is critical. Operations candidates should structure their portfolio to clearly delineate bid coordination responsibilities and graphic design contributions. Demonstrating an understanding of process optimization within the bid lifecycle, alongside creative execution, will be highly valued.

💵 Compensation & Benefits

Salary Range: Based on the location (Mumbai, India), experience level (3-5 years), and the specialized skill set (bid coordination + advanced graphic design), the estimated annual salary range for this role is likely between ₹8,00,000 to ₹15,00,000. This estimate accounts for the cost of living in Mumbai and industry benchmarks for similar hybrid roles in professional services.

Benefits:

• Private health insurance upon successful completion of the probationary period.

• 22 days of paid annual holiday, increasing with length of service, providing ample time for rest and rejuvenation.

• 10 days of Indian public holidays, ensuring observance of national celebrations.

• Free breakfast provided in the on-site canteen, offering convenience and cost savings.

• Company-funded fun and entertainment events, fostering team camaraderie and a positive work environment.

Working Hours: The standard working hours for this role are likely to be around 40 hours per week, aligning with typical full-time employment in India. While the role requires on-site presence, the company may offer some flexibility in start and end times, subject to operational needs and team coordination.

📝 Enhancement Note: Salary ranges are estimated based on typical compensation for Bid Coordinators and Graphic Designers in Mumbai with 3-5 years of experience, considering the professional services industry and the hybrid nature of the role. The provided benefits are standard for a corporate environment in India, with the health insurance and increasing holiday entitlement being particularly attractive.

🎯 Team & Company Context

🏢 Company Culture

Industry: Aviation, Travel, and Logistics Services. The Mountfitchet Group operates across a diverse range of global sectors, with Air Charter Service being its flagship company, the world's largest aviation brokerage. This industry demands high levels of precision, speed, and customer-centricity.

Company Size: The Mountfitchet Group is a substantial global organization with operations in 45 offices across 6 continents. This suggests a well-established, large-scale entity with robust internal processes and significant market presence.

Founded: The company's founding date is not explicitly stated, but its description as a "global aviation, travel and logistics services organization" with multiple established brands implies a history of growth and expansion.

Team Structure:

• Global Shared Services Center (GSSC): This role is based within the GSSC in Mumbai, which centralizes non-sales functions (HR, IT, Marketing, Finance, etc.) to support the group's business units. This implies a structured, process-driven environment focused on efficiency and standardization.

• Collaboration with London HQ: The role requires close collaboration with the Bids, Contracts, and Tenders Team at the head office in London, indicating a cross-border, cross-cultural working dynamic.

• Functional Specialization: The GSSC likely houses specialized teams, with this role being part of a bid-focused unit that also includes graphic design expertise.

Methodology:

• Data-Driven Proposals: The need for accurate, compliant, and persuasive bids suggests a data-driven approach to proposal content and design, where information is presented clearly and effectively to support sales objectives.

• Process-Oriented Operations: The GSSC structure points towards a strong emphasis on standardized processes, workflow optimization, and efficiency in supporting global operations.

• Quality & Compliance Focus: Given the nature of bids and tenders, a rigorous methodology for quality checking, compliance verification, and risk mitigation is likely embedded in the team's operations.

Company Website: [Mountfitchet Group website is not provided, but the domain is mountfitchet.com]

📝 Enhancement Note: The company's global reach and diverse service offerings in aviation, travel, and logistics suggest a dynamic environment where operational excellence is paramount. The GSSC model indicates a commitment to centralized efficiency, which is a key area for operations professionals to understand.

📈 Career & Growth Analysis

Operations Career Level: This role sits at an experienced individual contributor level, likely considered a mid-level position within operations or GTM enablement. It requires specialized skills in both coordination and design, moving beyond basic administrative support to a function critical for revenue generation.

Reporting Structure: The Bid Co-ordinator and Graphic Designer will likely report to a Bid Manager, Head of Proposals, or a GSSC Operations Lead. They will collaborate closely with the London-based Bids, Contracts, and Tenders Team, indicating a dotted-line reporting or strong cross-functional reporting relationship.

Operations Impact: This role directly impacts the company's ability to win new business by ensuring that proposals are professional, compliant, and compelling. High-quality bid submissions are crucial for securing contracts in the competitive aviation, travel, and logistics sectors, directly influencing revenue streams.

Growth Opportunities:

• Specialization Advancement: Progress into senior Bid Manager roles, focusing more on strategic bid planning and client engagement, or deepen expertise in advanced graphic design for proposals, potentially leading to a Lead Designer or Creative Operations role.

• Operations Leadership: Transition into broader operations management roles within the GSSC or other business units, leveraging experience in process management, stakeholder coordination, and cross-functional collaboration.

• Industry Expertise Development: Gain in-depth knowledge of the aviation, travel, and logistics industries, becoming an invaluable asset for business development and operational strategy within the Mountfitchet Group.

• International Exposure: Develop experience working with global teams and understanding diverse market requirements, which can open doors to international career opportunities within the group.

📝 Enhancement Note: For operations professionals, this role offers a clear path for growth by combining project management discipline with creative output. The emphasis on global operations and direct revenue impact makes it an attractive position for those seeking to advance within a large, established organization.

🌐 Work Environment

Office Type: The role is based in the Global Shared Services Center (GSSC) office in Mumbai. This suggests a modern, professional office environment designed to support a large workforce and facilitate collaboration among various support functions.

Office Location(s): The office is located at Platina, Unit 101, First Floor, Plot # C-59, G-Block, Street #9, Bandra Kurla Complex, Bandra East, Mumbai, Maharashtra, 4000051, India. Bandra Kurla Complex (BKC) is a prime business district in Mumbai, known for its accessibility and corporate infrastructure.

Workspace Context:

• Collaborative Environment: Being part of the GSSC, the workspace is likely designed to encourage interaction and teamwork, with open-plan areas, meeting rooms, and shared resources to support cross-functional projects.

• Operations Tools & Technology: Access to up-to-date IT infrastructure, including high-performance computers necessary for running Adobe Creative Suite, and robust network connectivity for international collaboration.

• Team Interaction: Opportunities to work closely with colleagues within the bid and GSSC teams, as well as regular interaction with stakeholders in London and potentially other global offices.

Work Schedule: The role is full-time, with standard working hours likely around 40 per week. Given the international collaboration with London (which has a significant time difference), there might be a need for occasional flexibility in working hours to accommodate meetings or critical deadlines, though the primary work will be during Indian business hours.

📝 Enhancement Note: The location in a major business hub like BKC, Mumbai, indicates a professional and well-connected workplace. Operations professionals will appreciate the structured GSSC environment, which typically prioritizes efficiency and standardized workflows.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A review of your resume and portfolio to assess suitability for the role, focusing on experience with bid coordination and graphic design.

• Skills Assessment: Potentially a practical assessment or a portfolio presentation session where you will be asked to demonstrate your proficiency in Adobe Creative Suite and discuss your design process for bid materials.

• Behavioral & Situational Interviews: Questions designed to evaluate your ability to manage multiple projects, handle tight deadlines, communicate effectively with stakeholders, and work collaboratively within a team. Expect questions related to conflict resolution and problem-solving in a bid context.

• Team & Cultural Fit Interview: An opportunity to meet with team members and discuss how your working style aligns with the GSSC's collaborative and process-driven culture.

• Final Interview: Likely with a senior manager or head of department to discuss career aspirations, overall fit, and finalize offer details.

Portfolio Review Tips:

• Curate Strategically: Select 3-5 of your strongest projects that best represent both your bid coordination and graphic design capabilities. Tailor your selection to showcase experience relevant to the aviation/logistics industry if possible.

• Quantify Impact: For each project, clearly articulate your role, the challenges faced, the solutions implemented, and the measurable outcomes (e.g., improved bid quality, increased win rate percentage, reduced production time).

• Showcase Process: Be prepared to walk through your design process for a specific bid document, explaining your rationale behind layout choices, typography, color schemes, and the use of graphics.

• Highlight Collaboration: Discuss how you managed communication and collaboration with internal teams (sales, legal, technical) and external stakeholders to gather information and secure approvals.

• Technical Demonstration: If showcasing interactive PDFs or digital proposals, be ready to demonstrate their functionality and explain the technical considerations.

Challenge Preparation:

• Design Challenge: You may be given a short design task, such as creating a specific graphic element or refining a section of a proposal, under a time limit. Focus on speed, accuracy, and adherence to brand guidelines.

• Process Scenario: Prepare to discuss how you would handle a complex bid scenario, such as managing conflicting stakeholder requirements or a last-minute change request. Outline your steps for problem-solving and communication.

• Stakeholder Management: Anticipate questions about how you would approach managing difficult stakeholders or ensuring timely input from busy team members.

📝 Enhancement Note: The emphasis on a portfolio and potential design challenges highlights the dual nature of this role. Operations candidates should prepare to demonstrate not only their organizational skills but also their creative and technical design capabilities.

🛠 Tools & Technology Stack

Primary Tools:

• Adobe InDesign: The core tool for document layout and professional proposal design. Proficiency in creating complex layouts, managing master pages, styles, and interactive elements is expected.

• Adobe Illustrator: Essential for creating vector graphics, logos, icons, and detailed illustrations that enhance bid documents.

• Adobe Photoshop: Used for image editing, retouching, creating digital assets, and preparing artwork for inclusion in proposals.

• Adobe Acrobat Pro: Critical for final document preparation, PDF optimization, creating interactive features, security settings, and ensuring print-readiness.

• MS Office Suite (Word, PowerPoint, Excel): Standard tools for content creation, data manipulation, and presentation development, often used in conjunction with Adobe products.

• Google Workspace (Docs, Slides, Sheets): Increasingly used for collaborative document creation and project management.

Analytics & Reporting:

• While not explicitly mentioned as primary tools for this role, an understanding of how bid metrics are tracked (e.g., win rates, proposal turnaround time) would be beneficial. This might involve using Excel or BI tools for data analysis. CRM & Automation:

• Familiarity with CRM systems (e.g., Salesforce) and proposal automation software could be advantageous, especially in understanding how bid data is managed and workflows are initiated, though direct administration might not be required.

• Integration Tools: Understanding how different software components interact (e.g., exporting from Word to InDesign, embedding graphics from Illustrator) is key.

📝 Enhancement Note: The detailed requirements for Adobe Creative Suite are central to this role. Operations professionals should be prepared to discuss their experience with these specific tools and how they are integrated into a bid production workflow.

👥 Team Culture & Values

Operations Values:

• Precision & Accuracy: A strong emphasis on delivering error-free, compliant documents, reflecting the critical nature of bids in securing business.

• Collaboration & Teamwork: The GSSC model and the requirement to work with London HQ highlight the importance of effective cross-functional and international teamwork.

• Efficiency & Timeliness: Meeting tight deadlines and streamlining the bid production process are key operational values, directly impacting business opportunities.

• Creativity & Professionalism: Balancing sophisticated graphic design with the professional standards required for client-facing proposals.

• Continuous Improvement: A proactive approach to enhancing processes, tools, and the quality of submissions.

Collaboration Style:

• Cross-functional Integration: Working closely with sales, legal, finance, and technical teams to gather content and ensure bid alignment with business objectives.

• Process-Oriented Workflow: Adhering to established bid management processes while being open to suggestions for improvement and optimization.

• Feedback Exchange: A culture that encourages constructive feedback on design and content to elevate the quality of final submissions.

• Remote & In-Office Synergy: Adapting to a blend of on-site collaboration within the Mumbai GSSC and virtual collaboration with the London-based team.

📝 Enhancement Note: The values suggest a high-performance environment where meticulousness, collaboration, and a drive for excellence are paramount. Operations professionals will thrive if they can demonstrate a commitment to these principles.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing Diverse Stakeholder Needs: Balancing the requirements and expectations of various internal departments and potentially external clients, all with differing priorities and timelines.

• High-Pressure Deadlines: The fast-paced nature of bid and tender submissions often involves working under significant time constraints, requiring effective prioritization and stress management.

• Maintaining Brand Consistency Globally: Ensuring that all visual assets and proposals adhere to the Mountfitchet Group's brand guidelines across different types of collateral and submissions.

• Adapting to Evolving Tender Requirements: Staying current with changes in tender formats, client expectations, and industry best practices for proposal development.

Learning & Development Opportunities:

• Advanced Design Skills: Deepen expertise in Adobe Creative Suite and explore new design trends and technologies relevant to proposal creation, such as interactive PDFs and digital sales rooms.

• Bid Strategy & Management: Gain a more strategic understanding of the bid process, including win/loss analysis, competitive intelligence, and proposal strategy development.

• Industry Knowledge: Develop a comprehensive understanding of the aviation, travel, and logistics sectors, which can lead to more impactful proposal content and greater business acumen.

• Cross-Cultural Collaboration: Enhance skills in working with international teams, understanding different communication styles, and navigating global business practices.

📝 Enhancement Note: This role presents a unique opportunity to blend technical design skills with strategic operational coordination, offering a challenging yet rewarding career path within a global organization.

💡 Interview Preparation

Strategy Questions:

• Bid Process Optimization: "Describe a time you improved a bid coordination process. What was the challenge, what steps did you take, and what was the outcome?" (Prepare to discuss specific process enhancements and their measurable impact).

• Stakeholder Management Scenarios: "How would you handle a situation where a key stakeholder is consistently late in providing necessary information for a bid submission?" (Focus on proactive communication, escalation strategies, and alternative solutions).

• Design Rationale: "Walk us through the design process for one of the proposals in your portfolio. Explain your creative choices and how they supported the bid's objectives." (Be ready to articulate your design thinking and link it to business goals).

Company & Culture Questions:

• Understanding Mountfitchet Group: "What do you know about Mountfitchet Group and its brands, and how do you see this role contributing to our success?" (Research the company's services, market position, and recent news).

• Team Collaboration: "Describe your ideal working relationship with a remote team, such as our London office. How would you ensure effective communication and collaboration?" (Highlight experience with virtual teams and cross-cultural communication).

• Operations Contribution: "How do you ensure your graphic design work supports the broader operational and sales objectives of an organization?" (Emphasize the link between visual appeal, clarity, compliance, and revenue generation).

Portfolio Presentation Strategy:

• Storytelling: Structure your portfolio presentation around compelling narratives for each project, highlighting the problem, your solution, and the results.

• Visual Clarity: Use clear, high-resolution visuals. Be prepared to zoom in on details and explain specific design elements.

• Process Demonstration: Clearly articulate your step-by-step process for creating the bid documents, from initial brief to final sign-off.

• Quantify Achievements: Whenever possible, use numbers and data to demonstrate the impact of your work (e.g., "Reduced proposal production time by 15%," "Contributed to a bid that secured a contract worth $X million").

📝 Enhancement Note: Interview preparation should focus on demonstrating both the analytical/organizational skills of a bid coordinator and the creative/technical skills of a graphic designer. Candidates should be ready to provide concrete examples and articulate their strategic thinking.

📌 Application Steps

To apply for this Bid Co-ordinator and Graphic Designer position:

• Submit your application through the provided link on SmartRecruiters.

• Portfolio Customization: Tailor your resume and portfolio to specifically highlight your experience in bid coordination, tender management, and advanced graphic design using Adobe Creative Suite. Showcase relevant projects that demonstrate your ability to produce professional, compliant, and visually compelling bid documents.

• Resume Optimization: Ensure your resume clearly outlines your 3-5 years of experience, emphasizing achievements related to deadline management, stakeholder communication, and graphic design impact. Use keywords from the job description naturally.

• Interview Preparation: Practice discussing your portfolio with a focus on your process, problem-solving skills, and the quantifiable impact of your work. Prepare to answer behavioral questions related to managing multiple projects and collaborating across international teams.

• Company Research: Thoroughly research Mountfitchet Group, its brands (Air Charter Service, Voluxis, etc.), and its industry. Understand their services, market position, and any recent news to demonstrate genuine interest and cultural alignment.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.

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